Administrative Assistant - Commercial Real Estate

Overview:

Premier Property Management is seeking a Tenant Services Coordinator to support our growing property management team. In this role, you will coordinate preventative maintenance services and repairs between vendors, tenants, and our engineering team. The ideal candidate will have excellent communication and organizational skills to ensure adherence to procedures while effectively meeting both the needs of tenants and property management goals. This role also involves maintaining accurate records and fostering collaboration to ensure efficient communication among all parties involved.

Key Skills & Qualifications:

• Proficiency in MS Office (Word, Excel) and Google Workspace.
• Excellent verbal and written communication skills.
• Highly detail-oriented with a proactive approach and strong follow-up abilities.
• Strong organizational skills and the ability to multitask effectively.
• Enthusiastic about working collaboratively in a diverse professional environment.
• Availability to work onsite Monday to Friday, 8:30 AM to 5:30 PM.
• A background or interest in real estate is preferred.

Detailed Responsibilities:

1. Coordinate Maintenance Requests: Serve as the primary liaison between tenants and maintenance vendors to schedule and follow up on service requests.
2. Manage Tenant Communications: Respond to tenant inquiries and concerns promptly, ensuring a high level of customer service.
3. Maintain Databases: Update and manage tenant and vendor contact information, ensuring all records are accurate and current.
4. Track Service Activities: Maintain a system for tracking all scheduled maintenance and repairs, including preventative services.
5. Support Property Managers: Provide administrative assistance to property managers by helping with scheduling, documentation, and communication related to tenant services.
6. Ensure Compliance: Verify that all Certificates of Insurance (COI) are accurate and up to date for both tenants and vendors.
7. Organize Activities: Assist in planning and organizing team-building events and other engagement activities.
8. Handle Administrative Tasks: Address various administrative requests from management, ensuring efficient operations.
9. Report Issues: Identify and report recurring maintenance issues or tenant concerns to management for further action.
10. Foster Positive Relationships: Maintain strong relationships with tenants, vendors, and the property management team to improve overall service quality.
11. Expand Experience: Continuously seek to improve workflow efficiencies and take on additional tasks as time permits.